Back Up All of Outlook PLEEAAZE!

Too many disasters happening. You’re not protecting yourself. Save your data! Here is how to back up Outlook messages, contacts, appointments, tasks, notes, and journal entries (all saved in the .pst file). I’m using Outlook 2003.

  1. Get an external storage device ready to store a large file (flash drive, CD, etc.). The file will be huge (mine is over 175MB). Flash drive is better because if you burn to a CD, the file will become Read Only. To use it, you’ll have to right-click on it, click Properties, and untick Read-only.
  2. In Outlook, click the Tools menu, Options.
  3. Click the Mail Setup tab, Data Files button.
  4. Click Personal Folders, Open Folder button.
  5. Close Outlook.
  6. Right-click the Outlook.pst file, Send To, choose drive you set up in Step 1. (If you get an error message about another process having Outlook locked, shut down other applications such as MSN Desktop Search, Yahoo! or Google Desktop Search, etc. You should also uncradle your PDA and disable all Outlook add-ins. If this doesn’t work, this article offers other solutions http://www.howto-outlook.com/faq/outlookdoesntclose.htm)
  7. Now repeat the process for the Archive.pst and save it.
  8. Save this file location to your Favorites.
  9. Add this file location to any automatic backup process you’ve set up (e.g., MozyPro, external hard drive, etc.).
  10. Enjoy more peace of mind.

Back Up Outlook Signature Files. You will probably also want to back up your signature files and rules if you’ve set them up.

The path to the Signatures folder is C:Documents and SettingsyournameApplication DataMicrosoftSignatures (MozyPro keeps this folder backed up for me).

And if you’ve created any rules, you’ll want to back them up too. The only way I’ve found to do this is to export them to another file location.

  1. From the Inbox, click the Tools menu, Rules and Alerts, Email Rules tab, Options button.
  2. Export Rules and save.

Restore Outlook Using the Backup. Copy the backup file to the same folder as above. But, if you need to keep data you’ve added since the backup:

  1. Click the File menu, Import and Export, Import from another program or file, Next, Personal Folder File (.pst), Next.
  2. Browse to find the backup file you created, and choose the option Replace duplicates…).

Related Post
Which Files Should You Back Up?

Business Cards Piling Up? Dump 'em

I have a business card scanner…saw it years ago and just had to have it (CardScan)! It’s probably about 90% accurate reading the text on the card and turning it into a contact so I can’t complain. The problem is that after that first wave of cards was scanned, I don’t use the scanner anymore.

Here’s why:

  1. I don’t blindly collect business cards when I’m out “networking.” If someone thrusts a card in my hand, I’ll take it to be courteous (although they weren’t). But when I get to my office (or when I pass a trash can) and know I have no connection with the person and have no intention of contacting them, I trash the card immediately (especially if it’s printed on cheap paper with a perforated edge and no rhyme or reason to the design).Most of the cards piled up around you amount to keeping junk, clutter, a mess. Businesses have failed, people have changed jobs, etc. Why keep junk?
  2. When I’m out and get a card I want to keep, I’ll write something about the person on it so I’ll remember. Then I add them to Outlook Contacts manually. I add a Category and I add my notes in the text area. I do this immediately so they won’t pile up. Then I trash the card.
  3. Most of the addresses I add to Outlook come from within an email message or on a Webpage. I have some great software that allows me to select text, press a hotkey (for me F9), and populate fields in Outlook automatically. It’s magical! If you can’t download software at work, do it at home. Copy 2 Contact today! It’s inexpensive and worth every penny.
  4. When someone indicates they want to stay in touch with me (and the feeling is mutual), I’ll email them my vCard from Outlook.

If you work in a group environment, the scanner would help because you can set it up on one machine and take turns using it. Or check into a network version. Otherwise, think twice before you buy.

Get to a Folder Quickly When you Want to Open It

I’ve set up various ways to quickly get to documents I work with a lot. One way is by adding folders to the Places bar (it’s the bar on the left of this dialog box (under Look in:) that appears when you click the Open toolbar button (or click Ctrl+O) inside your favorite software.

It’s easy to add more folders to this bar.

  1. Open Word XP or higher (or other Office software).
  2. Click the File menu, Open (or click Ctrl+O, or click the Open toolbar button). Browse to the folder you want added to the Places Bar, and select it.
  3. With the desired folder selected, click the Tools menu, Add to “My Places”. The folder you selected will appear in the Places menu (you might have to click the drop-down arrow to see it).
  4. Reorder the folder placement by right-clicking it and clicking Move Up until you get it to the desired position.
  5. Later, to remove a place, go back to where you started (e.g., if you were in Word when you created the folder, go back to Word), and press Ctrl+O to access the Open dialog box. Then right-click the folder and click Remove. If Remove is grayed out, you didn’t go back to where you started.